How to duplicate meetings, appointments and events in your Outlook calendar?

Last updated: February 2019

Applicable to: Outlook 2019 / 365/ 2016 / 2013 / 2010; on Windows computers.

Here’s a question from a reader:

Quite often i need to create a few instances of the same meeting requests in Microsoft Outlook. Are you aware of a simple way to duplicate a occurrence of an Outlook appointment by using copy and paste, as creating a meeting series for scheduling a few meetings might be somewhat of an overkill. Help is highly appreciated!

Thanks for your questions. Keep those coming!

Duplicate Outlook meeting invites (same calendar)

You can easily copy and duplicate meeting entries in your Outlook calendar by highlighting the meeting in your calendar view and simply copying it by hitting Control+C , and then paste it to your preferred time by hitting Control+V . An alternative method is to simply right click your meeting in Calendar and drag it to the right time slot.

After doing this, make sure to review your meeting subject, location and invitation content as those might have changed.

When using this at work on Microsoft Exchange server, you also might need to review the list of attendees and their availability, as people might be tied in other meetings. If applicable, go ahead and check the availability of a meeting room and any other equipment/resources for your meeting.

Copying Outlook invites on MAC OSX

Duplicating appointments and meetings within the same Outlook calendar is not supported in Microsoft Office for MAC OSX.

Copying meetings between calendars

Using the same process you can duplicate a meeting across multiple calendars defined in your Outlook client.

Copying an entire calendar

Outlook allows you to copy an entire calendar including all appointments, meetings and events.

In order to copy an entire calendar, proceed as following:

  1. Login to Outlook.
  2. Navigate to the Calendar Tab.
  3. In your left hand side tab, under My Calendars, find the calendar you wish to duplicate.
  4. Right click the calendar and select Copy.
  5. Select the target Outlook folder into which you would like to paste the calendar.
  6. Hit OK.
  7. Now, return to My Calendars section and check the new calendar so that it becomes visible in your Right hand side pane.

Copying the Outlook meeting list of attendees

Sometimes you don’t want to copy the entire meeting, but only the attendees list. If so, proceed as following:

  1. In Outlook, open the Calendar tab.
  2. Locate your meeting/event/appointment in the relevant Outlook calendar.
  3. Open the meeting by double clicking it.
  4. Copy the relevant names in the “To” field.
  5. Close the meeting and navigate to the calendar view
  6. Hover to the relevant date and time in the calendar and create a new Meeting Request.
  7. Now copy the relevant invitees to the To window.
  8. Enter your meeting subject and location.
  9. Hit Send.
  10. Voila :-)

Converting an email to an appointment

A couple of readers asked whether there is a simple process for creating a meeting or appointment from an email they got into their inbox.  This is pretty helpful as it could be used to improve your follow up on important email.

Here’s is a quick trick to accomplish that: in your Outlook inbox locate the email you would like to turn into an appointment, left click it and drag it to the Calendar tab in the bottom of your screen. Outlook will immediately open an appointment, that will have the email text copied into the appointment details. From there, go ahead and set your subject, locations and invited people.

Give it a try and let us know in case of any question.

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